/ Marie Curie
Job Description

Job titleBereavement Service Administration Assistant

Job reference

DepartmentCaring Services

LocationGlasgow Hospice

Reports toBereavement Co-ordinator

Accountable toHospice Manager

Job summary

The role of the Administrative Assistant is to provide general administrative support to the Child Bereavement service and related services in Glasgow, working closely with colleagues (including volunteers) throughout the service and in close partnership with Hospice servicesand other local organisations.

Key relationships

Internal

  • Co-ordinator for Bereavement Services
  • Counsellor for Bereavement Services
  • Colleagues in Marie Curie Nursing Service and Glasgow Hospice
  • Colleagues in Marie Curie Business Development Team

External

  • Children and families supported by the service
  • Health and social care professionals

Main areas of responsibility

  • Deal with face-to-face and telephone enquiries and correspondence, and make decisions within predetermined parameters
  • Provide administrative support including diary management, coordinating and arranging meetings, including training days, and taking minutes
  • Provide a range of documents e.g. letters, spreadsheets and training manuals using relevant software packages.
  • Assist in processing criminal disclosure check forms
  • Deal with referrals to the service using existing guidelines and good practice
  • Process management and financial information
  • Register, check and update all referrals and client information, maintaining an efficient filing and retrieval system with up-to-date mailing lists
  • Update staff and client records using Marie Curie’s electronic systems
  • Ensure data is recorded in an appropriate manner to allow for monitoring and evaluation of service
  • Ensure appropriate stock levels and resources are available e.g. stationery
  • Maintain good working relationships and effective communication, both within Marie Curie and external partners and stakeholders
  • Liaise with other Marie Curie departments and employees, external third parties as relevant in a sensitive and professional manner.
  • Ensure that Marie Curie standards are attained and all policies and procedures are carried out
  • Exercise the highest level of confidentiality at all times
  • Participate in own personal development through Marie Curie’s Induction and appraisalprogramme.
  • Undertake such other duties as may be required by the Bereavement Co-ordinator and Hospice Manager

General
In addition to the specific duties and responsibilities outlined in this job description, all Marie Curie employees should be aware of their specific responsibilities towards the following:

  • Marie Curie operates a no-smoking policy. The post holder should either be a non-smoker or be prepared not to smoke in any Charity premises, grounds or vehicles or when on Marie Curie business outside the office.
  • Adhere to all health and safety and fire regulationsand to co-operate with the Charity in maintaining good standards of health and safety.
  • Uphold ethical and professional standards and not behave in a manner that is likely to bring the Charity into disrepute.
  • Promote and sustaina responsible attitude towards equal opportunities and diversity within the Charity.
  • Demonstrate a commitment to ongoing registration requirements or any national professional or occupational standards associated with the role.
  • Demonstrate a commitment to ongoing learning and development and to participate in any training relevant to the role.
  • For designated roles, the post holder will be responsible for health & safety, business continuity planning and/or risk management. (These responsibilities will be notified on appointment).

This job description is not exhaustive. It merely acts as a guide and may be amended to meet the changing requirements of the charity at any time after discussion with the post holder.

/ Marie Curie
Person Specification

Job title: Bereavement Service Administration Assistant

Criteria / Essential / Desirable / How assessed
Skills / Abilities / •Good verbal and writtencommunication skills
•Well developed problem-solving skills using own judgement and initiative.
•Ability to organise, plan and prioritise own workload to meet deadlines.
•Professional and efficient telephone manner
•Able to work under pressure and handle conflicting demandsefficiently in a professional manner.
•Self-motivated and able to work on own initiative and work as part of a team.
•Flexible and adaptable to meet the changing needs of the service.
•Ability to deal with complaints or difficult emotive situations, as they arise taking appropriate action and knowing when to escalate.
•Ability to develop andmaintain effectiverelationships with colleagues and others
•
•Responsible, reliable and able to work without supervision
•Willing to work as part of a team to achieve common goals / •Application
•References
•Interview
Knowledge / •Good working knowledge and experience of using Microsoft Office Package.
•Demonstrate knowledge of inputting and retrieving data accurately.
Qualifications, training and education / •Good general education up to GCSE / Nat 5 level including English language grade C or above.
•NVQ 2 in administration or can demonstrateequivalent knowledge and experience in delivering an efficient administrative service. / •Evidence of IT/database training / •Certificates
•Application
•Interview
Experience / •Previous experience of working in a busy office environment.
•Previous experience of establishing a new service / dealing with change.
•General financial/numeric experience / •Working in a NHS/non profit environment / •Application
•Interview
•References

Where appropriate, reasonable adjustments to these criteria will be considered to accommodate personal circumstances such as disabilities

/ Marie Curie
Terms & Conditions

Job titleAdministration Assistant

Job reference

Salary scaleAgenda for Change Band 2

Contract3 Year Fixed Term

Salary£16,532 to £18,903

Annual leave entitlement35 days (including bank holidays) pro rata

Notice periodOne month

Working hours26hours per week

Otherbenefits

  • Continued access to NHS Pension Scheme (subject to eligibility)
  • Marie Curie Group Personal Pension Scheme
  • Season ticket loan
  • Loan schemes for bikes; computers and satellite navigation systems